When a drivers' hours infringement appears on your tachograph analysis, don't simply ask the driver to sign the infringement report and file it away.
Operators should investigate what happened, speak to the driver, take appropriate corrective action, record what they have done and then monitor whether the problem happens again.
The infringement itself is only the starting point.
Watch: What Should Operators Do After Finding a Drivers' Hours Infringement?
Investigate Why the Infringement Happened
Start by establishing the circumstances.
Was it:
- A genuine mistake?
- Poor journey planning?
- A misunderstanding of the drivers' hours rules?
- An isolated incident?
- A repeat infringement from the same driver?
Speak to the driver and give them an opportunity to explain what happened.
Understanding the cause helps you decide what action is appropriate rather than treating every infringement in exactly the same way.
Take Appropriate Corrective Action
Depending on the circumstances, a documented driver debrief may be sufficient.
Other cases may require refresher training, closer monitoring or, where issues are repeated or more serious, consideration of formal disciplinary action in line with your company's procedures.
Whatever action you take, record it.
Your records should demonstrate that the infringement was identified, investigated and appropriately managed.
Look for Repeat Drivers' Hours Problems
Don't treat every infringement in isolation.
If the same driver repeatedly makes the same mistake, ask why previous corrective action hasn't worked.
Equally, if several drivers start making similar infringements, the problem may sit elsewhere within the operation.
Consider whether:
- Journey planning is realistic
- Drivers have received sufficient training
- Schedules allow drivers to comply
- Customers are creating unreasonable pressures
- Management decisions are contributing to the problem
Sometimes what initially appears to be a driver problem is actually an operational problem.
A Signature Isn't the End of the Process
Getting a driver to sign an infringement report provides evidence that it has been discussed, but proper management should go further.
A good process is straightforward:
Identify it. Investigate it. Take action. Record it. Monitor it.
That provides much stronger evidence of effective management control than a folder containing signed infringement reports with no evidence of what happened next.
Need Help With Drivers' Hours Compliance?
LDP Transport Consultancy provides Operator Licence Compliance Audits and ongoing compliance support for HGV operators, including reviews of drivers' hours and tachograph management systems.
If you're concerned about repeated infringements or want an independent review of your drivers' hours compliance systems, contact LDP Transport Consultancy today.
